Terms of Reference - Regional Review CommitteeRegional Review Committee
Terms of Reference Mandate: The objective of the Regional Review Committee is develop Made in Tillsonburg options
to bring back to Council for the purpose of sending a submission to the Regional Review Advisors and Minister of Municipal Affairs and Housing. 1.0. Role of the Regional Review Committee 1.1. Develop Made in Tillsonburg options to bring back to Council.
2.0. Organization of the Committee The Committee shall be comprised of Mayor Molnar, Councillor Parker and Councillor Gilvesy. The Committee should also be comprised a member of the Tillsonburg Chamber of Commerce, Tillsonburg Business Improvement Area and
the Economic Development Committee. 2.1. One member will be appointed by vote of the committee at the first meeting to chair the meetings for that term. The committee will also, at this time, select a vice-chair and secretary for the same duration. 2.2. The role of staff liaison shall be fulfilled by the Municipal Clerk.
3.0. Meetings 3.1. The date and time of the regular meetings will be established by the Committee. 3.2. Meetings will have a formal agenda and adhere to the Town of Tillsonburg
Procedural By-law. 3.3. Agendas and information packages, that will include the minutes from the previous meeting, will be sent (via mail, e-mail,) to Members prior to each meeting. 3.4. A majority of the Committee Members will constitute quorum for the
transaction of business. 4.0. Role of the Chair The Chair is responsible for insuring the smooth and effective operation of the Committee and its roles. This will include responsibility for:
4.1. Calling the meetings to order. 4.2. The Chair is encouraged to create an informal atmosphere to encourage the exchange of ideas such as, using a roundtable format. 4.3. Creating an agenda in consultation with secretary. 4.4. Chairing the meetings to ensure business is carried out efficiently and
effectively. 4.5. Acting as spokesperson. 4.6. Representing the Committee on other committees when necessary. 4.7. The Chair shall conduct meetings in accordance with the Town's Procedural By-law.
4.8. In the absence of the Chair, these responsibilities will be undertaken by a Vice-Chair.
5.0. Role of the Secretary The Secretary is responsible for ensuring a complete up to date record for the Committee. 5.1. In liaison with the Chair, arrange date, time and venue for meetings.
5.2. In liaison with the Chair, set agendas and circulate to the members two business days prior to the meeting. 5.3. Circulate draft minutes to the members. 5.4. Keep a complete up to date record of the committee minutes. 6.0. Role of Members Membership on the Committee is a position of responsibility and requires a strong commitment to the Terms of Reference. Committee members are required to: 6.1. Attend all regular scheduled meetings. Members are required to notify the
Chair, Secretary or the designated municipal staff liaison if they are unable to attend a meeting. 6.2. Review all information supplied to them. 6.3. Prepare information for use in the development of materials for the Committee.
6.4. Promote the role of the Committee. 6.5. Offer input to committee reports to Council. 6.6. Attend training as required to effectively perform their role as a committee member. 6.7. Committee Members are subject to The Municipal Conflict of Interest Act
R.S.O, 1990, c.M50 and must disclose any direct or indirect pecuniary interest. The disclosure must be recorded in the minutes of the meeting. 7.0. Role of Municipal Staff The Town of Tillsonburg, by its nature and purpose, affects and is affected by
many different Municipal departments. Assistance will be provided on an as required basis from various departments. Municipal staff will be responsible for carrying out the following functions with respect to the Committee: 7.1. Acting as an information resource. 7.2. Orientation of Committee members at the first meeting after Council
appointment. 7.3. Assist the Committee in its’ reporting to Council. 7.4. Provide correspondence to the Committee. 8.0. Reports to Council
The Committee may advise and make recommendations to Council in accordance with its role. Reports may be submitted as follows: 8.1. Verbally by a Council representative.
8.2. Written Report from the staff liaison and presented by the Chair or the designated representative.